Executive Administrative Assistant

Introduction
At IBM, work is more than a job – it’s a calling: To build. To design. To code. To consult. To think along with clients and sell. To make markets. To invent. To collaborate. Not just to do something better, but to attempt things you’ve never thought possible. Are you ready to lead in this new era of technology and solve some of the world’s most challenging problems? If so, lets talk.

Your Role and Responsibilities
• Provides a wide range of administration services for the client Should be technically proficient, able to work independently, flexible, adaptable, self-motivated and a team player. Works effectively in a complex, demanding environment while maintaining a professional attitude and demeanour, providing leadership and direction to others. Requires a high degree of autonomy, able to work proactively.
• Confident and able to communicate at all levels internally and externally with senior staff and external clients which requires high levels of English language both written and spoken.
• Manages a very complex calendar for executive(s) supported including resolving conflicts, arranging for delegates as appropriate, coordinating schedules with other internal/external executives and external clients; manages conflicts; manages RSVPs. Management of meetings across multiple time zones. Using Microsoft Outlook.
• Manages executive’s travel using SAP Concur. This includes researching flight schedules and hotels; obtaining internal approval; making reservations and ensuring any changes are managed in a timely manner as well as ensuring the traveller has the appropriate visa’s to undertake the travel using the internal IBM system.
• Processing expense claims by understanding the IBM policies and utilising the SAP Concur application to do so. This includes obtaining the necessary receipts; liaising with the traveller to ensure everything is correctly claimed and processed through the system and the reconciliation against the corporate credit card ensuring no overdue expenses and the applicable late fees.
• Where and if required screens, analyses, categorises and prioritises mail, including drafting responses if needed.
• Additional tasks undertaken as required
• Open to completing additional learning to continuously grow skills and knowledge of IBM business
• Team Player, willing to share skills and knowledge with newer team members as the knowledge is obtained and used. To be an active member of the Global Administration team as well as providing support to our executives.

Required Technical and Professional Expertise
• Knowledge and use of Microsoft Office, Outlook, SAP Concur, Slack, required.
• To be a team player, ready to learn, Acts in an advisory capacity to executives supported ensuring they are aware of any changes to applications or IBM policies.
• Willing to share skills with others
• High degree of accountability in support of executives, safeguarding confidential information, accuracy of output and care when using office systems
• Contributes to the Global Admin team by sharing skills and taking part in local and global initiatives

Preferred Technical and Professional Expertise
• None